How to Write a Letter to the Mayor of Your City

Learn all the details that make a letter stand out

Co-authored by Tami Claytor

Last Updated: October 5, 2024 Fact Checked

Don't let a local issue or concern you have go unheard. Writing a letter to your mayor is a straightforward way to make your voice heard when it comes to policy issues and problems you've encountered within your city. Identify what issue you'd like to address, connect yourself to the problem, and offer solutions to the mayor.

How to Address a Mayor in a Letter

Open the letter with a salutation or greeting.
Introduce yourself briefly in relation to your concern.
Detail the issue of your concern and how it impacts you.
Offer suggestions and solutions that can create a positive impact.
Thank your major for their time, attention, and consideration.

Part 1

Part 1 of 3:

Addressing the Letter

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1
Find the mayor's address. Look it up in your local phone book, or go to your city's website.
- You might also research if there's a specific committee that deals with your concern. Think about writing a separate letter to that council as well.
You'll need clean stationery and writing implements or a computer and printer. If using a computer, open a text-editing program.

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3
Fill out the envelope. Include your return address. Write this in the top left corner of the envelope:
- Your name
- Your street address
- Your city and zip code
4
Include the mailing address of the mayor. Write this in the center of the envelope:
- Mayor J. Doe
- City of (your city)
- Street address
- City and zip code.

Part 2

Part 2 of 3:

Writing the Letter

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1
Include a salutation or greeting. Start by addressing the person you're writing to. In this case, you might write, Dear Mayor Doe,^{[1]
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- This is the standard greeting for a mayor. For the rest of the letter, you'll want to keep a conversational and respectful tone. Don't worry about being too formal.^{[2]
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2
Introduce yourself in the first paragraph. Spend three to five sentences telling them who you are in relation to the issue you'll be bringing up.For example: As a citizen/employee/member... of (city/company/organization...)
- Keep the intro brief. Don't provide irrelevant details about yourself. Instead, connect yourself to your concern.
3
Describe the issue of your concern. You'll need to give specific details. Don't be afraid to use bullet points to provide facts. For example: It has come to my attention that...
- Only address one issue in your letter. If you have multiple concerns to bring up, write a separate letter for each issue.
Again, keep this brief, but be sure to connect yourself to the issue. For example: I am appalled by the decision to...
Avoid simply complaining about a problem.^{[5]
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Research source
hhttps://mrsc.org/getmedia/034f13b6-7ec2-4594-b60b-efaf61dd7d10/Mayor-And-Councilmember-Handbook.pdf.aspx?ext=.pdf} Show the mayor that you've done your research. You could give examples of similar situations in other cities and effective solutions.
6
Ask your mayor for help. Be honest with the mayor and don't feel as though you have to flatter them. Instead, be upfront about the changes you'd like to see. For example: As the Mayor of our great city, I ask that you consider other solutions.
- Make sure your letter is under a page, by this point. You'll want to keep it brief to ensure that it's completely read. Ideally, your letter should be between 3 and 5 paragraphs long.^{[4]
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  Community-based research center focused on supporting public health development and education
  
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Be sure to thank the mayor in advance for addressing the concern. Since your letter should be brief, offer to provide more information if needed. For example: Thank you for attention to this important issue.
Sign the letter. Keep the closing address respectful and be sure to sign your name. Include your mailing address directly underneath your name so that the mayor is sure you live within their jurisdiction. For example: "Sincerely, (your name)"

Part 3

Part 3 of 3:

Finalizing the Letter

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Look for simple spelling mistakes and grammatical errors. It can help to have someone else proofread the letter too.
Fix any mistakes from proofreading and then proofread again. You may catch something else as you read it another time.
To make your letter look as professional as possible, only use black ink and print in a legible font and size, such as Times New Roman 12 point.
Stick the stamp on the top right corner of the envelope. Be sure to use enough postage, or your letter will be returned to you.
After mailing your letter, you should receive some response from the mayor or their office. If you don't hear anything back after a few weeks of mailing the letter, call the office to make sure it was received.

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Sample Letter to Mayor About Noise

Sample Letter to Official

Community Q&A

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Question

Can I see a sample letter to a mayor about the state of local beaches?

Community Answer

Dear Mr./Ms. [mayor's surname or full name], I have recently become concerned with the state of the beaches in our area. They are [describe the problems], and this is harmful for [those who visit the beach, the wildlife, the ecosystem, water quality]. If there were a way to [organize a cleanup, reduce pollution, other solutions], that would be very helpful not only to me, but to [affected parties mentioned before]. Perhaps the [local group, such as a Boy/Girl Scout troop, garden committee, etc.] could get involved. Thank you for your consideration, [Your name] This is just one possible outline. Feel free to change it as you wish.

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Question

How do I write to the mayor to find out about municipal projects?

Community Answer

Most mayors have a direct web page which would include a phone number and email where you can contact them. Your best bet would be to email him/her and be straightforward. Let them know why you want to know about municipal projects and ask in a non-demanding way. Most mayoral departments respond in 2-4 business days.

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Question

How do I write a letter to a mayor asking for permission to campaign in the city?

Community Answer

Simply write a professional letter to your mayor and ask him. Follow the steps in this article to help you.

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